Purpose of the Role

The Executive Assistant (to Deputy Project Director) provides high-level administrative and coordination support to the Deputy Project Director, enabling them to operate efficiently and strategically in a dynamic environment. This role is pivotal in managing priorities, streamlining communication, and fostering key stakeholder relationships. Through proactive diary and travel coordination, document preparation, and liaison duties, the Executive Assistant ensures their leaders time is maximised and their engagements are seamlessly executed. Operating with professionalism, discretion, and initiative, the Executive Assistant is a trusted point of contact who contributes to the overall effectiveness of the leadership team and project success.

Qualifications

• Certificate IV in Business Administration or equivalent industry experience
• Class C Driver's Licence
• White Card

Experience

• At least 5 years’ experience providing high level administrative support to Senior Managers

Required Competencies

• Knowledge of software applications including Google Suite and Microsoft Office Suite
• Excellent written and verbal communication skills, combined with strong interpersonal skills and a proactive approach to engaging with people at all levels in an informative, accurate and positive manner
• Ability to maintain strict confidentiality
• Attention to detail with the ability to prioritise and complete work within established deadlines
• Exhibit sound judgement and comfortable interacting with all levels of personnel
• Ability to work effectively within a busy team environment, and also to work independently
• Sound negotiation and problem-solving skills

Core Accountabilities and Responsibilities

Administration and Coordination

• Coordinate travel plans, including booking flights, hotels and transportation for the Directors.
• Coordinate international travel and itineraries, including visa requirements as required.
• Schedule meetings, appointments and events, coordinating the Directors diary to ensure efficient use of their time, including attempting to solve problems where appropriate or redirecting people to the relevant direct reports.
• Determine priority of matters of attention for the Deputy Project Director; redirect matters to team members, internal or external stakeholders to manage.
• Handle all relevant incoming and outgoing communication, including emails, workflows, general correspondence and other documents as needed.
• Submit and manage expense claims on behalf of the Director.
• Provide day-to-day administrative and ad hoc support tasks to the Director and the wider Management team as required.
• Manage changing and conflicting priorities with agility to meet timeframes and objectives, including using judgement to prioritise team focus and make recommendations to resolve competing demands.

Relationship Management

• Establish strong working relationships with the Deputy Project Director’s leadership team, putting in place clear processes and agreed behaviours for accessing their time to prioritise and maximise their role capacity.
• Build and maintain a solid understanding of the Snowy 2.0 project and develop effective working relationships with key stakeholders both internally and externally.
• Work closely with Snowy Hydro and their EAs to plan and organise meetings and events.
• Serve as a liaison between other executive team members and external stakeholders.

Documentation and Reporting

• Develop agendas, attend and record minutes of team meetings as required.
• Prepare, collate and distribute various reports, Executive and Board papers, ensuring all information is gathered and managed to timeframes.
• Coordinate report submission deadlines and timeframes to ensure the Snowy 2.0 leadership team delivers against the agreed schedule.
• Prepare any ad hoc reporting and presentations as required.
• Make recommendations for reporting schedule, quality and process improvements and efficiencies.

The above listed authorities and responsibilities are only a guide and may change as directed by your Manager/Supervisor or as per the requirements of FGJV Management.